Request for Information (CUP Uniform Solicitation).pdf

Request for Information

1. What size shirt for shirt sample?

XL shirt

2. What size pants for pants sample?

38/32

3. Please provide me with the design for position of emblems and NIH logo? (Your solicitation states that NIH will provide me with the design for position of emblems and NIH logo)

4. In the SOW, it states the objective is to establish a BPA for procuring additional uniforms equivalent to what you have already purchased and are utilizing currently – clear enough. However, it is our understanding that although the garments selected may be the same as what you purchased prior, the embellishments for identification and location (embroidery use, both direct and on patches, names, position emblems, etc.) that you are now requesting are not – and do not match what was done before – thus, not accomplishing the objective of adding equivalent garments to what you already have. Specifically, we understand that the position emblems have previously been sewn on. There is no VELCRO material attached to any of the garments, nor are there any

“removable” position emblems. There are far better ways to accomplish the Position emblem “mobility” issue than using Velcro – a non-usable product in our industry for what you are trying to do (and we’d be happy to meet and discuss those options, but Velcro comes with its own set of problems, and is especially inappropriate for your intended use).

More specifically:

The SOW calls for attaching position emblems with VELCRO. In our over 55 years in business, we have never used VELCRO for the purpose of attaching emblems –it’s just not done in our industry. We attach emblems in our industry 2 ways – sew on or heat-on (we prefer only sew-on for quality purposes). But we have never attached VELCRO to any of our garments for emblem attachment purposes, nor are we aware of it ever being done. We have no idea as to how or whether it would hold up in industrial wash chemicals and processes, and certainly would not stand behind (or guarantee the performance or quality of) a process or product that is not only not recommended for use by industrial laundries in the way you are requesting it be used, but have never even seen any industry emblem manufacturer or supplier ever produce an emblem with Velcro pre-attached for affixing to a garment.

Further, the garments you require are special protective, flame-resistant garments – there would be no way to guarantee or be assured that the integrity of such a special garment would not be compromised by somehow affixing Velcro material to it – or even if there would be any published methodology from the manufacturer of the shirts you have specifically selected as to how one might modify those materials properly so as to not affect their protective characteristics at all (to “co-habitate” with those special characteristics inherent in the garment with another material? Would any of the protective characteristics be affected, etc.?

SO it is our strong feeling that the VELCRO method for attaching “position emblems” cannot and should not even be tried (and as far as we know, has never been used for the purpose). You state in # 8. Contractor Qualifications, that the contractor must be able to provide Velcro for removable position emblems – we believe this requirement cannot be met. If NIH is insistent on this requirement, we would request a pre-bid meeting (not just for us, but for any and all interested parties who can supply this very specific protective garment) with NIH to review the myriad of issues that could arise from using VELCRO this way (garment integrity, processing, manufacturers warranty/liability if garment deemed altered, replacements due to Velcro durability, etc,, things that we typically would never be involved in, but if forced to make Velcro somehow work, need addressing prior to any established contract). Please consider, clarify, and advise.

We have not used Velcro in the past. Pre-bid meeting can be held at the request of the vendor to discuss concerns.

5. Employee Name Emblem (5. Scope of Work, A. e.) – Again, it is our understanding that the current uniforms do not have employee name emblems.

Each shirt and pant is identified by a label with the specific wearer’s information affixed to the collar or pant band of the garment for ID purposes. However, not so in the specs of this particular requirement (it says name emblem, even though we don’t think you have them now) so again, NOT the equivalent, exact product to what you already purchased, in contradiction to the objective of this solicitation. Please clarify and advise.

Each shirt and pant must be identified by a label with the specific wearer’s information affixed to the collar or pant. This is needed when uniforms go out for wash to be returned to the correct person.

6. And to follow up further, if the objective is to establish a BPA to add equivalent specific garments to what’s already been purchased, is there a plan to pull back the older garments and have them altered to match the new specs (name emblems and Velcro position emblems), so that they will all match when done?

We would like to have the older uniforms updated with Velcro.

7. You have requested 5-year pricing, which is quite unusual with a product of this nature. There are brand- specific items requested, from only 1 manufacturer, and their history with this product has seen 6 price increases in the past 3 1/2 years alone. Being that we have no control over the increases, either when they will occur or how much of an increase may be incurred, is there any way to bid this with a fixed price for each item, with some built-in method for allowing for increases based on manufacturer’s increases to us? Or would you like us to just do our best to cover whatever increases we think might be coming the next few years and quote a price to try to protect ourselves against a big increase --- this is extremely difficult to quote pricing for items with such volatility cost-wise, and basically “guess” at what they might cost 2, and 3 and 5 years from now? Please advise if there would be any other way to try to address the forthcoming increases (for up to 5 years) without having the knowledge of what they could be at this time, other than just quoting based on our best guess at this time.

Please do your best to cover the increases.

8. I read through your RFP and one question we had was around Scope of Work section 5(D) Contractor shall come to NIH site to measure employees to determine sizing. Is this a firm requirement?

Yes, it is a firm requirement.

9. Employee Positions for Velcro Patches: Could you confirm the total number of distinct employee positions requiring velcro patches? The supplier has indicated a minimum order requirement of 50 patches per position.

The total number of distinct employee positions requiring Velcro patches is 14.

Some positions are supervisory and will not have 50 of that emblem.

10. Logo Specifications: Is there an official image or design of the NIH logo available? If so, could you provide the logo file and any specific details on dimensions or placement (e.g., left chest of the shirt)?

Logo file pics are provided in #3 above. There is no computer design logo.

11. Name Emblems: Are standard embroidered name emblems sufficient, or are velcro-backed name emblems required? If velcro-backed emblems are needed, are there any specific minimum order quantities or details to keep in mind?

Standard embroidered name emblems are required. Only position emblems shall be velcro’d.